Administrative Assistant

BDO USA • Troy, MI

1d • Hybrid

About The Position

The Administrative Assistant (AA) provides in-office administrative support to an assigned office and may also support a geographical market, Geo, other offices, or national teams. The role uses a variety of administrative systems and follows firm policies and procedures, providing services in accordance with BDO standards while working with management members, service teams, offices, and national teams as needed. Duties may also include facility, front desk, and mail room support. This is a variable hybrid role that may require up to full-time, on-site support based on location and office needs.

The AA supports departments by processing assigned tasks through firm systems, tools, and software. Work includes administrative ticket support; assisting other administrative teams, offices, or national, Geo, and market teams; and providing e-filing support for the national tax administration team. The role also supports larger in-office and market-wide meetings and conferences, including scheduling with Principals and Firm leaders, managing calendar invitations, reserving meeting rooms, and arranging catering and setup.

Additional duties include assisting the Office Administrator with vendor invoice coding and approvals, processing client invoices using information provided by management, supporting new-hire onboarding and employee offboarding, submitting expense-report tickets, and collaborating with management on new client setup, client data, billings, and ad hoc requests. The AA produces letters, memoranda, interoffice communications, confidential presentations, and reports; provides related tax support services seasonally or as needed; and performs other duties as required.

Requirements

• High school diploma, GED, or equivalent.
• Three or more years of administrative experience.
• Advanced proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Ability to work in a deadline-driven environment, manage multiple projects or tasks, and maintain attention to detail.
• Excellent written and verbal communication skills, including strong grammar, spelling, and punctuation, to work with top-level management and executive-level clients.
• Superior customer service skills.
• Independent judgment, finesse, and diplomacy in all situations.
• Consistently seeks to improve processes.
• Excellent organizational skills and attention to detail to enable efficient and effective multitasking.
• Ability to manage highly confidential information.
• Ability to work well with all levels of management and external clients.
• Team player willing to help as needed.

Nice To Haves

• Bachelor’s degree.
• Experience at a professional services firm.
• Experience with the firm’s ERP system.
• Experience with the PeopleSoft database.

Responsibilities

• Provide administrative support to an assigned office and, as needed, a geographical market, Geo, other offices, or national teams.
• Process assigned administrative tasks using firm systems, tools, and software.
• Support centralized administrative support tickets and other administrative support teams or offices.
• Support national, Geo, or market teams, including e-filing support for the national tax administration team.
• Support larger in-office and market-wide meetings and conferences by coordinating schedules with Principals and Firm leaders, managing calendar invitations, reserving meeting rooms, and arranging catering and setup.
• Assist the Office Administrator with obtaining coding and approval for vendor invoices and accurately processing client invoices using information provided by management.
• Assist with new-hire onboarding and employee offboarding as directed.
• Provide expense-reporting support by submitting an expense-report ticket.
• Collaborate with management to set up new clients and maintain and manage client data, billings, and ad hoc requests.
• Produce letters, memoranda, interoffice communications, confidential presentations, and reports.
• Handle related tax support services on a seasonal or as-needed basis.
• Perform other duties as required.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED